MED/SURG ACUTE WARD CLERK

Overview

Description

Reports To : Med/Surg Charge Nurse (with functional support to CNO, DON)

Employee Type : EXEMPT X NON-EXEMPT

POSITION SUMMARY

The Ward Clerk works in conjunction with physicians, nursing staff, patients, families, and all facility departments to support the efficient and effective operation of the Medical/Surgical unit. This position is responsible for clerical, receptionist, and unit coordination duties at the nursing station.

In addition, this role is intentionally designed to provide operational flexibility. While the Medical/Surgical unit does not require a licensed nursing assistant for routine staffing, the Ward Clerk is expected to support and temporarily function in a CNA-capacity, within training and competency, when Certified Nursing Assistants are floated to other units.

The Ward Clerk also provides clerical and administrative support to the Chief Nursing Officer (CNO), Director of Nursing (DON), and Charge Nurses, including meeting coordination, scheduling assistance, data tracking, and document support. This position requires adaptability, discretion, and strong organizational skills.

This job description is intended to identify some of the primary duties and responsibilities. MAYERS MEMORIAL HOSPITAL DISTRICT reserves the right to modify, supplement, delete, or augment the duties and responsibilities specified in this position description, at MAYERS MEMORIAL HOSPITAL DISTRICT's sole and absolute discretion.

POSITION QUALIFICATIONS

1. High school graduate or equivalent.
2. Active California Certified Nursing Assistant (CNA) license OR prior experience working in the capacity of a CNA required.
3. One to three years of experience in a hospital, acute care, or Med/Surg environment preferred.
4. Proficiency with Microsoft Office applications, including Excel, Word, and Outlook.
5. Cerner EHR experience preferred.
6. Experience with meeting coordination, scheduling, and clerical support preferred.
7. Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.

POSITION RESPONSIBILITIES

General Competencies

1. Demonstrates professional behavior at all times, both on duty and as a representative of MMHD.
2. Works effectively with staff at all levels of the organization and collaborates across departments.
3. Demonstrates strong interpersonal, organizational, problem-solving, written, and verbal communication skills.
4. Maintains a positive and professional working relationship with patients, families, visitors, and staff.
5. Demonstrates effective time management and ability to prioritize competing demands.
6. Produces accurate work products with minimal direction.
7. Compiles, tracks, and organizes data using Microsoft Office applications, particularly Excel.
8. Maintains organized records related to assigned functions.
9. Communicates clearly and appropriately with directors, managers, charge nurses, and coworkers.
10. Accurately performs clerical tasks, including proper spelling, grammar, and basic mathematical calculations.
11. Follows direction in accordance with the chain of command and supports other departments as assigned.
12. Maintains confidentiality of payroll, personnel, patient, and operational information.
13. Demonstrates effective use of office equipment and hospital communication systems.
14. Answers telephones, assists the public, and routes calls in a professional and courteous manner.
15. Performs other duties as assigned.

Specific Competencies

Clinical Support Responsibilities (CNA Equivalent)

When assigned or when CNA coverage is limited, this position may:

1. Provide basic patient care activities within CNA scope and competency, including assistance with activities of daily living (ADLs).
2. Assist with patient mobility, repositioning, transfers, and safety measures.
3. Support nursing staff with patient rounding, comfort measures, and non-licensed clinical tasks.
4. Assist with stocking patient care supplies and maintaining patient care areas.
5. Observe and report changes in patient condition to licensed nursing staff.
6. Function in a CNA support role when CNAs are floated to other units, as directed by the Charge Nurse or leadership.

Clerical, Administrative, and Unit Support Responsibilities

1. Perform traditional ward clerk functions, including phone and paging system use.
2. Greet patients, families, visitors, and providers in a courteous and professional manner.
3. Prepare admission packets and initiate admission charts according to policy.
4. Maintain patient charts, ensuring proper order, completeness, and form availability.
5. Process requisitions, communicate orders to ancillary departments, and file reports appropriately.
6. Assist with discharge and transfer processes, including chart audits and coordination of paperwork.
7. Support Charge Nurses, DON, and CNO with:
   • Meeting scheduling and coordination
   • Calendar management and reminders
   • Data entry, tracking, and basic reporting (e.g., Excel spreadsheets)
   • Document preparation and organization
8. Maintain adequate unit supplies and requisition materials as needed.
9. Maintain a clean, organized, and professional nursing station environment.
10. Interface effectively with all hospital departments to support quality patient care and operations.

PROFESSIONAL REQUIREMENTS

1. Adheres to dress code; appearance is neat and professional.
2. Completes required annual education and competencies.
3. Maintains applicable regulatory and competency requirements.
4. Wears hospital identification while on duty.
5. Participates in annual performance evaluation.
6. Reports to work on time and as scheduled.
7. Attends meetings as appropriate.
8. Upholds the mission, ethics, and goals of Mayers Memorial Hospital District.

WORKING CONDITIONS

1. Willingness to work beyond normal hours and to temporarily assist in other roles as needed.
2. Frequent interaction with patients, visitors, staff, and external agencies.
3. Requires flexibility, independence, integrity, and the ability to adapt to changing operational needs.

PHYSICAL REQUIREMENTS

1. Sits, stands, bends, lifts, walks, and moves intermittently during working hours.
2. Able to lift 20 lbs.

Qualifications

Salary : $19 - $23